As the end of the fiscal year approaches, many companies rush to use remaining budgets before they expire.
This often leads to urgent equipment and software purchases, detailed price comparisons, and intense negotiations over discounts and delivery schedules.
Today, you will learn high-frequency TOEIC purchasing vocabulary, realistic negotiation expressions, and practical grammar patterns that directly reflect real workplace English used in TOEIC test questions.
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Dialogue 💬
Scenario: Year-End Software Purchasing Meeting
Full English Dialogue
Emma (Procurement Manager):
Since we’re approaching the end of the fiscal year, we need to finalize our software purchases as soon as possible.
David (IT Manager):
I agree. I’ve compared three vendors, and their pricing structures are quite different.
Emma:
Which option fits our remaining budget best?
David:
Vendor B offers a volume discount, but their delivery timeline is longer than expected.
Emma:
That could be a problem. We need deployment before the end of December.
David:
Vendor A can deliver immediately, but their quotation exceeds our budget.
Emma:
Have you tried negotiating a year-end discount?
David:
Yes. They’re willing to lower the price if we sign a two-year contract.
Emma:
That sounds reasonable. Does the package include customer support?
David:
Yes, support is included, which adds value to the offer.
Emma:
Alright. Please request a revised quotation in writing.
David:
I’ll contact the vendor today and confirm the delivery schedule.
Vocabulary Boost — Key TOEIC Words 📚
| Word / Phrase | Part of Speech | Meaning | Example Sentence |
|---|---|---|---|
| fiscal year | noun | a company’s accounting year | The company must finalize purchases before the fiscal year ends. |
| quotation | noun | a price offer | Please send us a written quotation by Friday. |
| negotiate | verb | discuss to reach an agreement | We need to negotiate the final price. |
| volume discount | noun | price reduction for large orders | A volume discount is available for bulk purchases. |
| delivery timeline | noun | expected delivery schedule | The delivery timeline may affect our decision. |
| exceed | verb | go over a limit | The cost may exceed our approved budget. |
| deployment | noun | system installation | Software deployment must be completed this month. |
| revised | adjective | changed or updated | Please review the revised proposal. |
| contract | noun | legal agreement | The contract lasts for two years. |
| add value | verb phrase | increase usefulness | Free technical support adds value to the offer. |
Grammar Points 🔍
| Structure / Pattern | Explanation | Example Sentence | TOEIC Use Case |
|---|---|---|---|
| Since + clause | shows cause and reason | Since the budget is limited, we must negotiate. | Listening Part 3 |
| be willing to + verb | expresses agreement | The vendor is willing to lower the price. | Reading Part 5 |
| if + present, will + verb | conditional sentence | If we sign today, they will offer a discount. | Grammar questions |
| need to + verb | expresses necessity | We need to finalize the purchase today. | Listening Part 4 |
| be included | passive form | Support is included in the package. | Reading Part 6 |
📖 Transcript
J: Welcome to Win in 5 Minutes English.
M: Hello everyone.
J: So today we’re gonna talk about something I think a lot of people in business feel, especially towards the end of the year.
M: Oh yeah. That year-end budget crunch.
J: Exactly. The pressure to spend what’s left in the budget for the fiscal year.
M: Use it or lose it.
J: And that leads to some really intense negotiations over things like equipment, software…
M: Discounts, delivery timelines… everything becomes urgent.
J: It really does. Okay, so to get into this, we’re gonna listen to a quick scenario between Emma, a procurement manager, and David, an IT manager. They’re trying to buy some new software.
Scenario: Year-End Software Purchasing Meeting
Emma (Procurement Manager):
Since we’re approaching the end of the fiscal year, we need to finalize our software purchases as soon as possible.
David (IT Manager):
I agree. I’ve compared three vendors, and their pricing structures are quite different.
Emma:
Which option fits our remaining budget best?
David:
Vendor B offers a volume discount, but their delivery timeline is longer than expected.
Emma:
That could be a problem. We need deployment before the end of December.
David:
Vendor A can deliver immediately, but their quotation exceeds our budget.
Emma:
Have you tried negotiating a year-end discount?
David:
Yes. They’re willing to lower the price if we sign a two-year contract.
Emma:
That sounds reasonable. Does the package include customer support?
David:
Yes, support is included, which adds value to the offer.
Emma:
Alright. Please request a revised quotation in writing.
David:
I’ll contact the vendor today and confirm the delivery schedule.
J: Okay, so even in that short exchange, there is so much going on.
M: It’s all about strategic language. Let’s break down some of the key terms. First up: “fiscal year.”
J: So it’s not just the company’s accounting period. In this conversation, it’s used as a reason for urgency. A ticking clock.
M: “We need to finalize as soon as possible.”
J: Yeah. It justifies the rush.
M: And then David mentions the “quotation.”
J: Which is basically the formal price offer, right.
M: Yes, but by saying it “exceeds the budget,” he’s not just stating a fact. He’s setting the stage to negotiate.
J: He’s basically saying, “The price is too high, what are you gonna do about it?”
M: Which leads to Emma’s suggestion. She offers a two-year contract in exchange for a “volume discount.” Or in this case, a “year-end discount.”
J: That’s a classic move. Trading long-term commitment for a short-term price cut.
M: And notice David checked that “support is included.” That’s so important. It’s about finding ways the deal can “add value” beyond just the initial price.
J: Because things like installation or deployment, and ongoing support can have huge hidden costs.
M: For sure. Okay, so beyond the vocabulary, the way they structure their sentences is really interesting.
J: You mean the grammar?
M: Yeah, the grammar of negotiation. Emma starts with “Since,” as in “since the budget is limited.”
J: It makes her request sound like a logical conclusion, not just a demand. It’s a great tactic.
M: Then you have the phrase “be willing to.”
J: “We might be willing to sign a two-year contract.”
M: It shows flexibility. It tells the vendor, “We can give you something, but you have to give us something first.”
J: It opens the door for a deal.
M: And that deal is often framed as a conditional. “If we sign today, they will offer a discount.”
J: “If you do this, we’ll do that.” Very direct.
M: And finally, you heard David use the passive form: “support is included.”
J: Why is that significant?
M: It focuses on the fact, on what you’re getting, rather than on the promise from the salesperson. It’s a subtle but powerful way to confirm the details.
J: Wow. So it’s really a whole language designed to create leverage.
M: It is. The bottom line here is that in these high-pressure situations, every single word choice matters. It can be the difference between getting a great deal or leaving money on the table.
J: That makes a lot of sense. And that’s it for today’s Win in 5 Minutes English. Remember, 5 minutes a day is all you need to win at work, win the TOEIC, and win over your colleagues. If you found this episode useful, don’t forget to follow and share it with your friends.
M: See you next time.
J: See ya next time.
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